CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: April 7, 2026
======================================================================================== To: Honorable Mayor and City Councilmembers
From: Oriana Hart, Public Works Director
Responsible Department: Public Works Department
Subject: Consideration of Approval of Waiver of Special Event Permit Fees, Event Fees, and Materials for Kiwanis Easter Egg Hunt. Total Fees: $400.00 ======================================================================================== RECOMMENDATION(S):
That the City Council approve the waiver of Special Event Permit fees for the Sebastopol Kiwanis Easter Egg Hunt in the amount of $400.00. This amount includes the Special Event Permit Application Fee of $150.00 and the Daily Use Fee of $250.00.
EXECUTIVE SUMMARY:
The Sebastopol Kiwanis Club has requested a waiver of Special Event Permit fees for their annual Easter Egg Hunt held at Ives Park. The event is a longstanding community tradition that provides a free, family-oriented activity for children and families in Sebastopol.
Due to the City’s current suspension of the Community Benefit Grant Program and the City Sponsorship Program, organizations seeking financial assistance for community events must request individual fee waivers from the City Council. The Kiwanis Club has submitted a request to waive $400 in Special Event Permit fees associated with the event.
BACKGROUND AND DISCUSSION:
The Sebastopol Kiwanis Club has hosted the annual Easter Egg Hunt in Ives Park for more than 50 years. The event provides a free community gathering focused on children and families and is organized entirely by volunteers from the Kiwanis Club.
The event is scheduled to take place on April 4, 2026, at Ives Park and typically attracts approximately 250 attendees. The Easter Egg Hunt begins at 10:00 a.m. and includes the distribution of candy filled eggs and a visit from the Easter Bunny. The event is open to the public and is not conducted as a fundraiser.
Event setup begins earlier in the morning, with cleanup completed shortly after the event concludes. The event utilizes the southwest grassy area of Ives Park and surrounding garden space.
The Kiwanis Club has requested a waiver of the following Special Event Permit fees:
The total Permit Fees are:
Fees Amount Fee Waiver Request
Application $150.00 $150.00
Daily Use Fee $250.00 $250.00
Total Fees $400.00
Total Fees to be Waived $400.00
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
To date in the current fiscal year, two special events have been approved to have their fees waived.
In Fiscal Year 2024–2025, several community events were granted fee waivers by the City Council. A summary of those waivers is provided below.
Fiscal Year Number of Events
with Fee Waivers
Total Fees Waived
FY 2024–2025 Chamber Tree
Lighting
$450
Apple Blossom
Parade/Fair
$14,620
Rotary Centennial
Celebration
$500
Kiwanis Easter Egg
Hunt
$400
Summer Concerts $1,550
Many Moons $1,200
July 3rd Fireworks $6,930
Total $25,650
FY 2025–2026 (to date) Living Peace Wall
Induction Ceremony
$450
Porch Fest $500
Total $950
Many of the community events that historically occur in Sebastopol are currently in the process of reapplying for their Special Event Permits for the upcoming year. At the time of preparation of this staff report, those events have not yet submitted requests for fee waivers.
STAFF ANALYSIS:
The Sebastopol Kiwanis Easter Egg Hunt is a long standing community event that provides a free recreational activity for local families and children. Approval of the fee waiver would support a community based event organized by a local service organization and would help offset the costs associated with hosting the event.
Staff have reviewed the Special Event Permit application and determined the event can be accommodated within Ives Park with minimal impact on City operations.
CITY COUNCIL GOALS/PRIORTIES/ AND OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals priorities as follows:
• Goal 1 - Community Vitality: Enhance Sebastopol as a great place to live that values community health and well-being. Preserve Sebastopol’s unique character. Priority 5: Festive Activities/Holiday Events
This agenda item represents the City Council General Plan consistency:
• General Plan Policy - Conservation and Open Space
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
COS10-9: Continue to support and promote annual festivals and community events that celebrate Sebastopol’s cultural heritage.
FISCAL IMPACT:
Approval of the fee waiver would result in the City foregoing $400.00 in Special Event Permit fees associated with the event.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report such comments will be provided to the City Council as supplemental materials before or at the meeting.
RESTATED RECOMMENDATION:
That the City Council approve the waiver of Special Event Permit fees for the Sebastopol Kiwanis Easter Egg Hunt in the amount of $400.00.
CITY COUNCIL OPTIONS:
1. Deny the waiver fee in the amount of $400.00
2. Reduce the fee waiver in the amount of $400.00
ATTACHMENT(S):
1. Application
2. Special Permit Waiver Request
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
APPROVALS:
Department Head Approval: Approval Date:3/18/26
CEQA Determination (Planning): Approval Date: NA
The proposed action is not a project under the California Environmental Quality Act (CEQA) General Plan Goal (Planning): Approval Date: N/A
Administrative Services (Financial) Approval Date: 3/18/26 Costs authorized in City Approved Budget: ☐ Yes ☒ No ☐ N/A Account Code (f applicable) _______________________________ City Attorney Approval: Approval Date: N/A
City Manager Approval: Approval Date: 3/24/2026
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
IFO
CITY OF SEBASTOPOL
Special Event Permit Application
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special events throughout the year. These events are an impoftant part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature of the events, they can enhance our neighborhoods, highlight products and services, provide marketing opportunities, and add to our cultural enrichment.
This packet is intended to help you understand the special event permitting process and provide helpful information as you plan your event.
The City of Sebastopol is committed to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works Department at707-823-5331 or email [email protected] for further information.
On behalf of the City of Sebastopol, we thank you for contributing to the spirit and vitality of our community through the staging of your event. Best wishes for a successful event.
Application Process
1. Contact Public Works Deprartment to ascertain the availability of the location where the event is requested to be held.
2. Complete the application packet (and provide any additional materials regarding this event).
3. Ensure all blanks are filled out and initial the bottom of every page. Please use black ink to complete the application.
4. Ensure the application has a wet signature. Electronic signatures will not be accepted.
5. Submit the packet and filing fees to Public Works Department.
6. Complete and submit the City event requirements.
7. Pay event fees when the application is submitted for routing. The application will not be routed without payment of fees in full.
8. Ensure appropriate departments have been contacted a minimum of l0 days prior to the event.
9. Request the City conduct a post-event walk-through the first working day after the event.
Note: Please keep in mind that acceptance of your application is the first step and should not be construed as approval or confirmation of your special event request. Depending on the size and type of event and its potential impact on City services, other departmental approvals may be required. Event applications submitted less than 30 days prior to the event may not be approved.
If your event requires banners on City poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more information, please contact the Public Works Department at 7 07 -823-533 I .
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permitted.
Special Event Permit Application Page 1 of 19 Applicant's ln iti"r"wf Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Department at707-823' 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.
Groups renting parfy jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for electrical service by indication on the application.
Park Hours
City of Sebastopol parks are open seven days a week, year-round from dawn to dusk. All unreserved areas remain open to the public at all times during park hours.
Cancellation Fee
If cancellation is necessary, the City must be notified immediately. If a reservation is cancelled more than 30 days prior to the event, the entire deposit will be refunded. If a reservation is cancelled less than 30 days prior to the event, a $25.00 non-refundable cancellation fee will be withheld from the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance.
f nsu rance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, at your sole expense, each of the following items as indicated:
Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California. This coverage requires the following:
1. The Ciff of Sebastopolo its officers, officials, employees and volunteers are to be named as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
2. Liability coverage is required for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liabilify for claims made as a result of the use of the facilities and your event/program.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopolo its officers, officials, employees and volunteers must be excess and noncontributing. A Primary NonContributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage.
Please note the City may require an increase in policy limits due to the nature of the event.
Special Event Permit Application Page 2 of '1 9 Applicant's lnitialsNAgenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it.
5. You must satisff these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on lSO-approved forms.
Note: Please inform your insurance agent thata"Certificate of Insurance" on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officials, employees and volunteers as additional insured is required.
The City will not accept a certificate of insurance alone as proof of insurance coverage. The City will not acceptthe wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must specifically list the following:
"The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
This insurance is primary with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers shall be excess and noncontributing."
6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.
You are strongly urged to show this Notice of Conditions (including the precise wording of these insurance requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner.
You must provide the City with the required endorsements l0 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Sebastopol as to form and as to insurance company.
Please sign and return this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above.
Authorized Signature:
Name of Organization:
?/r\ I v s"'r
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the venue for a wide range of special events each year.
Date:
Special Event Permit Application Page 3 of 19 Applicant's I nitiars W{ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
CITY OF SEBASTOPOL
Special Event Permit Application
PERMITTING PROCESS
Special events often involve a number of permits and other requirements to ensure the safety of the event and to minimize impacts on the surrounding community.
A Special Event Permit is required for any event utilizing City parks, City buildings, or other City facilities, such as City conference rooms, parking lots, etc. Such activities include, but are not limited to, craft fairs, festivals, ceremonies, and other events' Events that are to be conducted on City public streets or sidewalks require an Encroachment Permit from the City of Sebastopol Engineering Division. Please contact them at 714 Johnson Street or 7 07 -823-21 51 .
Closure of streets for block parties are handled through the Sebastopol Police Department.
Please contact them at 6850 Laguna Park Way or 707-829-4400.
I, on behalf of the organization I represent, certifu that all forgoing pages in this Special Event Permit Application have been completed. I attest that the information contained herein is accurate, to the best of my knowledge and belief. I attest that I have read all the rules, regulations and guidelines specified herein and that which is included in this Special Event Permit Application
l, actingon behalf of the organization I represent, am authorized to commit that organization to agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property and/or facilities, and any payments for municipal services andlor resources as they have been outlined and as they may be utilized by me and the organization whom I am representing and the patrons who will be served by this event.
Authorized Signature:
Printed Name of Signer:
Date:
\
Special Event Permit Application Page 4 of 19 Applicant's ln ,r,"," W( Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
sI
/FO
Please use black ink to complete this applicatlon
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.
Sebastopol, Cn95472
Phone: 707-823-5331
Email: [email protected]
Applicant Namer Bruce D. Nachtigall
Street Address:
City:
Main Phone:
Email:
Street Addressr
CW:
Main Phone:
Email:
Street Address:
CW:
Phone:
Website:
3154 Bloomfield Road
Sebastopol
707-823-3081
bnachtigall@comcast. net
State' CA Zipt 9il72
ce1: 707-371-6311
On-site Contact Name (if different) :
same
State:
Sponsoring Organlzation Name (if any): Kiwanis Club of Sebastopol zip
Cell:
3154 Bloomfield Rod
Sebastopol
707-823-3081
sebastopol kiwa nis.org
State: CA Zipz 95472
Is the organtzrdon a nonproflt? X Y.,
-No
(If yes, please provide a tax-exempt letter to the Clty.) EventName: Sebastopol Kiwanis Easter Egg Hunt
Event Short Descriptlon: (This should be and noJ 20 words.) Annual Easter Egg hunt at lves Park,
Event Detailed Description: (Please provide a narrative and timeline ofyorn event. You may attach pages if needed. A complete Site PlanlRoute Map is required with yorn application.) Use of entire southwest end of lvest Park grassy area as well as sunounding garden from 8:30 am to 12:00 noon
Special Event Permit Applicallon Pag6 5 of 19 Aoplicants lnitlals Nrt Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
EVENT INFORI\{ATION
Bvent Location: (e.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room") Will you need access to electricity? -Yes J No
Event Location Description: (Please describe the location of your event and provide a detailed map of activities of your event in the location being requested. A map showing the location of event activities must be submitted with the application for processing') of a City J Yes No
{,mg Anrttln 'rtoxl $Ld
Does the event involve the use
If yes, list name(s) of park(s):
Event Type: _ Athletic/Recreation
Farmers/Outdoor Market
{ Festival/Celebration
Other (please explain):
Attendance: Anticipated Total Attendance: 15O Anticipated Daily Attendance' 250 Is event open to the public? $ V.t
-
No
Is this an annual event? ! Ves
-
No
If yes, how many years has the event been held? 52*
Prior location(s) of event:
Als
_ Exhibits/Misc.
_ ConcertlPerformance -Parade/ProcessionAvlarch
-
Circus I Carniv al
_ Free Speech
-
Block PartY
Setup: Start Date:
Event: Start Date
End Date:
Cleanup: End Date:
Start Time R',ln
rb
)0 evr il prra
_Lau_PM
S av :0 prvr
Start Time:
End Time: rD: h[\
End Time: l2: _ AM d, Prur
Special Event Permit Application Page 6 of 19 Applicant's lnitia Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
EVENT DETAILS
Amplified Sound: rt Yes
-No
If yes, the following.
Type of Sound Equipment:
Location of Amplified Sound:
Date of Amplified Sound:
Start Time: AIM TAM-PM End Time: I D'- _ AM Jpivr
Purpose: 4 rt ornnntr
rL
n 0rrtfl1l
Description: _ Stereo _ Band/Live Di 1lt:ni"roptone/PA System Owner of Amplified Sound Equipment:
First Name \ Last Name
Business/Organization Name:
Max Power:
-
Watts Max Volume:
For Soand Vehicle Only: Vehicle License Number:
Vehicle VIN Vehicle Year:
Security Plan:
-
Yes XNo If yes, complete the following.
Security Plan Description:
If using licensed professionals, list company name:
Number of licensed professional staff:
If using volunteers, how many?
-
How will volunteers be identified?
If,event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required (e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).
Food:
-
Yes I No If yes, complete the following
Describe how food will be served and/or prepared:
On-Site Food Preparation Method: _ Propane _ Charcoal _ Electric -
Other (please explain)
Caterer(s) and/or food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this special event' Will your event include food vendors?
-
Yes JNo If yes, how many?
Decibels Dist. of Audible Sound:
Vehicle Make:
Feet
,,tFSpecial Event Permit Application Page 7 of 19 Applicant's lnitia*$N[ Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
EVENT DETAILS
Alcoholic Beverages:
-Yes
rl lVo If yes, complete the following.
ABC License may be required
Alcohol Distribution Method: _ Free-host _ For Sale (Type:
-
Beer
-
Wine
-
Hard Alcohol)
Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notify the City of Sebastopol in writing the determinations from these departments.
Parking Plan:
Parking Plan Description:
Yes _ No If yes, complete the following.
Portable Toilets:
-
Yes \No If yes, complete the following.
Number of Standard Toilets Number of ADA Accessible Toilets Description of Placement: (Please indicate location of toilets on your site diagram.) GarbagelRecycling: {, Ves
-
No If yes, complete the following'
Number of garbage cans provided:
-
Number of recycling cans provided:
Cleanup Plan (Please indicate location of on your site diagram.) Mitigation of Impact:
Have yoU notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attach the written notice.
Yes
Yes {No
$No
EVENT COMPONENTS
Please indicate which components will be present at the event:
_ Open Flame
-
Inflatables/Jump Houses
J Signs/Banners
-
Stages
_ Tables
_ Tents/Canopies
Vendors
Special Event Permit Application Page8of19 Applicant's Initi"rs0b\l Agenda Item Number 9
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City Council Meeting Packet for April 7, 2026
AGREEMENT AND SIGNATURE DISCLAIMER
I understand that this is only an application and not a guarantee that a permit will be issued.
I agree to assume the defense of and indemnifu and save harmless the City of Sebastopol, its officers, officials, employees and volunteers from all suits, actions, damages or claims to which the City may be subjected of any kind or nature whatsoever resulting from, caused by, arising out of or as a consequence of such activities permitted in connection therewith. The Cify requires, as a condition of issuance of a permit, that the applicant obtains insurance to serve this end, in such an amount and with such terms as the City determines to be appropriate under the circumstances.
This shall be a continuing release and shall remain in effect until revoked in writing.
I certify that this application is true and correct and hereby accept full responsibility for any breakage or damage to property and/or building, and for conduct of those attending the function for which the facility is requested. The undersigned, who is to be in charge of the event, is twenty-one years of age or older. The applicant agrees that he/she will be responsible for the use and care of City property. Applicant further agrees that the character of entertainment at the above-named place will conform to that stated in the application. Applicant agrees to indemnify, defend, and hold/save harmless the City of Sebastopol, its officers, officials, employees and volunteers and against any and all claims, demands and causes of action that may be brought against the Cify of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in any way connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the City. If permission is granted, I, or my representative, agree to be present during the entire use of the facility.
My signature below signifies that I agree to abide by the conditions of this application, the Special Event Use Policy and of any contract issued based on this application.
I agree to pay to the City of Sebastopol all costs the City may incur as a result of any failure to comply with all of these conditions, including damages due to failure to leave the premises in rentable condition.
I understand that all conditions of approval for this permit must be complied with no later than l0 days prior to the event. Failure to meet all conditions may result in permit being deemed null and void.
I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree that I am to be responsible for reimbursing the City of Sebastopol for any costs incurred to repair or
Signature:
replace C as a result of the activity
N Date iltrl
Please submit this form along with a non-refundable Special Event Permit Application Fee to:
Public Works Depaftment Phone: 707-823'5331
714 Johnson St. Email: [email protected]
Sebastopol, CA 95472
dam.aged
/}ilt_
Special Event Permit Application Page 9 of 19 Applicant's lniti",.%NL Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARKS
Below are listed the guidelines for proper application of a one-time only use permit for City parks and facilities.
1. APPROVAL/DENIAL - The application shall be approved/denied within ten (10) business days of receipt of a completed application and filing fee noted on the application. The waiver shall be approved by the Police Chief or his designee unless it is determined from consideration of the application, or other pertinent information , that any of the following
conditions exist:
^. The activity will substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
b. The activity creates a substantial risk of injury to persons or property. c. The applicant failed to complete the application, or information contained in the application is round to be false in any material detail. d. The particular activity would violate federal, state or local laws including license/permit requirements.
e. The particular activity would propose a potential threat to health, safety, and welfare of the park users andlor the City's population.
When the grounds for permit denial can be corrected by imposing reasonable permit conditions, the Police Chiefldesignee may approve the permit.
2. PERMIT CONDITIONS - The Police Chief/designee may condition the issuance of the permit by imposing reasonable requirements concerning the time, place and manner of activities including but not limited to the following:
a. Requirements for the presence of Sebastopol Police, Fire andlor Public Works employees when required for the particular activity at the applicant's expense' b. Restrictions on hours of activities.
c. Requirements concerning notice to affected adjacent properfy owners of the activity. d. Restrictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of amplified music and level of amplification.
3. CHANGE OF ACTIVITY DATE - Mav be authorized upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIFICATION AND LIABILITY
L. Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace City properry, which is damaged as a result of the activity. b. Applicant shall also defend, indemnifu, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers from all claims and liability of any kind whatsoever resulting from or arising out of the activity or issuance of the permit.
5. PERMIT RI,SPONSIBILITIES
^. Each applicant shall comply with all terms and conditions of the permit. Failure to do so is grounds for immediate revocation.
b. Each applicant shall clean and restore all City properties utilized during the activity to the same condition as existed prior to the activity'
c. The person in charge of the activify shall retain a copy of the permit on location.
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Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
Required When an Event Has Alcohol in the Park
Department of Alcoholic Beverage Control (ABC)
License May Also Be Required
CITY OF SEBASTOPOL APPLICATION
USE OF ALCOHOL IN CITY PARK (SMC 9.24.265)
Date of Application:
TO BE FILLED OUT BY APPLICANT
Location Requested:
Contact Person:
Address:
Phone:
(Libby, Ives, Other)
---�t)'"'--'-N ..... \\.,._._ ___________ (Must be 21 years or older) Cell phone number for person at activity: __________________ _ Date: ------ Exact hours from: -- ------ to: _______ _
Fully describe activity: (Type of beverages being consumed, picnic/birthday/party) Anticipated number of participants:
OFFICE USE ONLY
Approved: Yes: No: Date: _____ Reason not approved:
PD ID Number
DISCLAIMER
The undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over. The applicant agrees that he/she will be responsible for the use and care of City property.
Applicant further agrees that the character of the activity at the above-named place will conform to that stated in the application. Applicant agrees to indemnify and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in anyway connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the City.
I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES A TT ACHED TO THIS AGREEMENT.
Signature of Applicant: ____ ____;;D--'-IJ__;:�-------- Date: ______ _ Special Event Permit Application Page 11 of 19 Applicant's Initials Qlt{ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
• Events in Sebastopol with food or beverage vendors or providers must submit a Zero Waste plan as part of the permit application.
• All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 • Events are strongly encouraged to use 100% reusables for food service ware. If disposables are chosen, they need to comply with Citv of Sebastopol Event Food Service Ware Requirements for Vendors Vendor compliance
□ We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or compost/ recycling contamination.
Failure to comply with the requirements outlined in this application could result in increased fees or denial of future permit applications.
Thank you for helping Sebastopol meet its Zero Waste goals! Attachments to Submit with this Application
Attach to the following documents to this application:
Waste Diversion Hierarchy
MOSt PRl:F!:.l�ARLI:
□ Signed copies of City of Sebastopol Event Food Service Ware Requirements for Vendors from each vendor who will be present at your event
.□ Letter from Recology showing proof of garbage, recycling, and compost services -ORLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
• Events are strongly encouraged to use 100% reusables for food service ware, if disposables are chosen, they need to comply with are
Requirements for Vendors
• List the reusable food service ware that will be used at your event (i.e: glass cups, metal cutlery, fabric tablecloths, etc):
• Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
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City Council Meeting Packet for April 7, 2026
o It is recommended that event promoters contract with a water station provider and encourage their attendees to bring personal refillable water bottles. If cups are provided at the water station, they must be uncoated, compostable paper cups. (See examples in "Resources" section).
Describe your plan for drinking water available at the event:
Zero Waste Plan
0 Hire an event greener to make a zero-waste plan that complies with guidelines, or O Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contact:
Ambrosia Thomson (707) 291-8652, [email protected]) I. Compost/ Recycling/ Garbage stations ("Zero Waste" stations) At least 2 weeks prior to the event, contact Recology to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers:
(recology.com/recology-sonoma-marin/event-services/ )
A Each Zero Waste Station must include Compost, Recycle, and Garbage grouped together. These Zero Waste Stations must be placed in convenient locations with clear and identifiable signage: blue for recyclables, green for compost, gray for garbage (landfill).
1. Borrow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Recology Event Services website: _ https://www.recology.com/recoloqy-sonoma-marin/event-services/ B. There should be no stand-alone trash bins.
C. How many compost/recycling/ garbage stations will your event have? ___ _
1. Where will the stations be located? Attach map or give description of locations.
2. If you are ordering large compost/ recycle/ garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsters? (Note:lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there).
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
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Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
D. Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.g., volunteers, employees, or event greener employees will staff each waste station), It is recommended that you have a volunteer or employee standing by each waste station at all times to help patrons sort their waste:
1. How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
II. Leftover food and used cooking oil
A. Unserved, leftover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-8711, sonomafoodrunners.org.
B. Post-consumer food scraps can be donated to a local pig farmer instead of going to compost. See "Resources" section for list of farms.
C. Vendors must remove all cooking grease and oil away from event. See "Resources" section for organizations that pick up cooking oil for recycling into biodiesel fuel.
Ill. Other ways your event is working to reduce garbage A. Purchase your event inventory around waste prevention.
1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or compostable?
2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. If this is an annual event, consider leaving date off of materials so that they can be used again for years to come.
B. Events must include "eco message" in promotional materials. Example: "We are striving for zero waste at the event. Please bring your own reusable waterbottle, cup, and utensil/cutlery set".
1. What "eco message" will you use?
2. Where will this message be displayed (fliers, website, facebook event page, etc)? Special Event Permit Application Page 14 of 19 Applicant's Initials __ _ Qlt{ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
Resources
Recology
Recology is the waste hauler for Sebastopol.
Contact Recology Event Services to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers, recology.com/recology-sonoma-marin/event-services/
To borrow a set of Recology's waste station signs, contact Recology Sonoma-Marin Waste Zero Specialist: Ambrosia Thompson [email protected], or download signs from the Recology Event Services website:
https://www.recology.com/recology-sonoma-marin/event-services/ If you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of compost/ recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. • Green Mary / Mary Munat (707) 548-7582, [email protected], http:// greenmary.com/
• Right Cycle/ Tomer Shapira (310) 779-7421 [email protected] • Clean Vibes / Anna Borofsky (802) 238-9143 • Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can fill their water bottles with filtered water) for events.
If you provide cups at the water stations you must use compostable paper cups (cups without moisture barrier) such as these wax-free paper cone cups or ™f cone cups .
• Hydrologic Water Treatment Services
Tony Pagliaro [email protected]
• US Pure Water / Michael Levine (415) 272-3288, [email protected], https://www.uspw.net/events--hydration-stations.html
Reusable Drink and Dishware.
The following companies offer reusable drink and dishware options for events:
Special Event Permit Application Page 15 of 19 Applicant's Initials __ _ Qlt{ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
• Sudbusters, Inc. www.sudbusters.com offers reusable cup and plate rental/ exchange on-site at events. Contact Michael Siminitus [email protected] (510) 473-2087 • Green Mary/ Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table clothes, etc). (707) 548-7582, [email protected], http://greenmary.com/
• The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https://therentalplace.corn/ Food Donations
• Unserved, leftover food from vendors can be donated toSonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-8711 2 sonomafoodrunners.org. Contact prior to event to arrange pick up. • Leftover food scraps from patrons can be donated to a pig farmer Used Cooking Oil
These organizations pick up used cooking oil and recycle it into biodiesel fuel. Arrange pick-up ahead of event:
• Northbay Restaurant Services: (707) 824-9737
https://northbayrestaurantservices.com/services/cooking-oil-recycling/ • Or Green Mary/ Mary Munat (707) 548-7582,[email protected],http://greenmary.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance sebastopol.municipal.codes/SMC/8.36.01 O
Municipal Code 8.36
• Polystyrene (styrofoam) food serviceware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section
8.36.030
• All food service ware take-out containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "All food providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.060 • "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
• Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 16 of 19 Applicant's Initials __ Qlt{_ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
General Guidelines
a Events are strongly encouraged to use 100% reusable food service ware.
All items must be reusable, recyclable, or a fiber-based compostable product (see below for allowed items).
Promotional materials should encourage attendees to bring their own reusable water bottle, cup, plate, and cutlery.
Single-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
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City of Sebastopol Event Food Service Ware Requirements for Vendors * Permit applications must have signed copies of this document from each participating vendor
ALLOWED
Compostable Items
o Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
o Uncoated white/natural deli paper & parchment
paper
r Paper napkins/towels (any color).
o 100Yo wood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recyclable Items:
o Aluminum cans & (clean) foil
o Glass bottles and jars (empty with lids on)
o #l PETE clear plastic cups
Paner "hot cuDs'o
Important: Coated paper cups are not currently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They must go in garbage.
NOT ALLOWED
Single-use disposable plastic service ware:
o Single-use plastic utensils, clamshells, sides/dressing cups, lids
r Disposable plastic water boftles
o Plastic bags/plastic wrap
r Polystyrene(Styrofoam)
r Plastic Straws
r Sauce packets (ketchup, soy sauce, etc)
All #6 PS plastics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). "Compostable" plant/bio-plastic products/ PLA
nlastics **
Coated paper food containers (If it has a shiny surface/ moisture barrier, it is likely coated). Exception: paper coffee cups for hot beverages.
Foil for serving food in
o When food is served in foil, patrons often do not separate food scraps from the foil, resulting in a high
contamination rate in compost receptacles.
*Must be accepted in the commercial compost stream in Sonoma County. If an item is not recyclable or compostable at our local facilities, it must be sent to the landfill as trash----even if it is labeled "compostable" or suppliers claim otherwise.
**Although technically compostable in certain facilities, compost facilities serving Sonoma County do not currently accept these items; therefore, these products are not compostable in Sonoma County.
I have read the above and agree to only use food service ware from the "Allowed" column. I also agree to maintain my own "back of house" three-bin separation (compost/recyclelgarbage) and empty my sorted waste into the appropriate compost, recycle, garbage receptacles at the end of the event.
Vendor name: Vendor signature:- Date:
Special Event Permit Application Page 17 of 19
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance sebastopol.municipal.codes/SMC/8.36.01 O
Municipal Code 8.36
• Polystyrene (styrofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section 8.36.030 • All food service ware take-out containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "All food providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.060 • "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
• Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 18 of 19 Applicant's Initials __ Qlt{_ Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
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Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Activity Description
Community
Group Fee Resident Fee
Non-Resident
Fee
Application Fee
Up to 50 people
51-200 people
More than 200 people
Securitv Deoosit*
Up to 50 people
5L-200 people
More than 200 people
* 25% discount available for park use of less than 3 hours Dailv Use Fee
Up to 50 people
5L-200 people
More than 200 people
Amplified Sound/Staee/Bouncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
Other Fees
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** Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with lnstructors Uti ino Pa rk Area {npr weekl*** SmallGroup (1-1.5 persons) SZS
Medium Group (16-30 persons) SSO
Large Group (31+ persons) S75
*** Per week fee for classes with monetary component (e.9. charge for classes) City Hall Meeting Room s1s
Special Event Permit Application Page 19 of 19
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
BusinessNo: 2zg4 BUslNEss LlcENsE CERTIFIGATE
Businessoass: FESTIVALS LICENSE
OI'VI\IER(S) JOSEPH JIMENEZ
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BUSNAME SEBASToPoL KIWANIS GLUB NrrN: BRUCE NACHTIGALL, SiCNCTANV ,
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Agenda Item Number
9 Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
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Agenda Item Number
9 Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
SEBASTOPOL, CALIFORNIA
Dear Neighbor:
It is with great pteasure
Hunt again
that the sebastopol. Kiwanis ctub witt have our annuaI Easter Egg this year' lt witt be hetd at lves park the event witt
Aprit 4,2026. Set-up witt be 8:00 AM and be conctuding at around 12 noon.
Thank you in advance for your understanding and cooperation during this time. been putting
This is a fun and free event for chil'dre n o-12. The hardworking votunteers of Kiwanis have it on for over 50 years.
The Easter Bunny witt be on hand for pictures, candy and high_paws.
Sincerety,
tln,**tildf*ruI)
Bruce Nachtisat(
Co-President
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026
SEBASTOPOL, CALIFORNIA
City of Sebastopol
Mary C. Gurl,ey, City Manager
Dear Sebastopo[ City Councit, February 24,2026
For over fifty years our Sebastopol, Kiwanis Ctub has provided a mutti-generational famil'y experience that creates fun, cetebration and pure joy in the form of our annual' Easter Egg Hunt for the chitdren of Sebastopot.
We produce this event at lves Park in the middte of our town. We provide the candy; set up the area to provide the Least impact on the park whiLe providing the stage for maximum safety and unbrid[ed fun. The Easter Bunny, as wetl, as other dignitaries, make the event a totat community effort. Our ctub woul.d l,ike to invite atl of you to our Easter Egg Hunt on Aprit 4th. The hunt begins at 10 A.M. sharp! We put on this event for free. This is not a fund raiser.
We, therefore, request a waiver of two hundred and fifty dottars use fee as wettas the app1ication fee of one hundred fifty dottars thus bringing our waiver request to four hundred dottars. Thank you for considering our request.
Bruce Nachtigatt, SecretarY
Sebastopol, Kiwanis Cl.ub
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for April 7, 2026